Commission Minutes

OFFICIAL MINUTES
JANUARY 26, 2012, 9th DAY OF
THE JANUARY ADJOURN TERM

The County Commission met in the Commission Hearing Room at 9:03 a.m. with Ron
Houseman and Danny Strahan present and Jim Strafuss absent. The following proceedings were
had and made a matter of record:

AGENDA REQUESTS REVIEW

The Commission met with Jillian Rulon to review Agenda Requests.

RECESS
9:11 AM

RECONVENED
9:45 AM

COLLECTOR DISTRIBUTION MONIES

Collector Sheila Wyatt addressed the Commission regarding the incorrect distribution of funds to
school districts. When she found the error, she corrected it; after which she called Commissioner
Strahan to make him aware. She had informed schools and the state auditor’s office. Ms. Wyatt
explained the situation of what had happened. A similar Cole County scenario was a
recommended remedy to the situation. The School systems recommend a mutual outside
professional be hired to review the error and remedy. Houseman asked after the disbursement,
did she feel it was her or county obligation to correct. Wyatt said it was her responsibility.
Houseman stated County Clerk makes and extends the tax rates to build a book. He questioned
the second page of the 2011 railroad and utility tax book, an amount charged by clerk.
Commissioner Houseman asked why she didn’t balance to the sheet given by the Clerk. Sheila
explained that was only a partial, charged as schools, state health, handicap, schools, cities,
balanced back to totals, not individually. State Assessed is the only time it was broken out to
each school. Errors were made for the years of 2001 through 2010. Houseman asked in the 10
years, was this the only time it was questioned? The Collector answered that there had been a
problem in 2010. Commissioner Houseman asked if there had been problems in other years.
The Collector noted she couldn’t remember any other problems. Kirbyville told the Collector in
2001that the amount was a larger than they had previously received. Sheila explained and
referred to the Clerk documentation given to her.

Commissioner Houseman stated the Commission had met with Legal Counsel and asked for
recommendations regarding this matter and would also seek outside auditing to direct the
County. Commissioner Strahan stated as he listened, there are more schools involved than
Kirbyville and monies would have to be redistributed. The Collector stated Branson and Forsyth
were the only schools due monies. Commissioner Strahan said these funds were needed to fund
activities. Houseman suggested school districts not rush into decisions. The only binding
contractual entity was the Commission. Agreements reached would have to go through the
Commission. State auditor office would be contacted to ensure we are headed in the right
direction. Sheila said in 2002 the state auditor had audited the Collector and the issue wasn’t
found, but she would be encouraged by an audit. She had asked for a state audit, but the request
had to come through the Commission. The Collector’s Bond was discussed.

Commissioner Houseman asked if there were any comments from the public.

Carlos Osborn, superintendent of Kirbyville. From what he had heard today, it was a county
issue and not a school issue. Our focus is on our district and kids and would cooperate fully with
all involved.

Josh Smith stated when this issue came out, he had to do research. He agreed with Danny
regarding the Bond, it was a clear violation of the statutes. This was not the first issue and if
more focused, this might had been caught before now and supported the audit countywide and
felt the Collector should resign from her position.

Sheila said when we do get distributions out each month they use multiple clerks to be more
thorough.

Commissioner Houseman invited any school board member or super, or anyone they felt present
to sit with counsel a few minutes and let counsel make comments on behalf of the county.

EXECUTIVE SESSION – LITIGATION & PERSONNEL
PER SECTION 610.021(1) & (3)

Commissioner Strahan moved to go into Executive Session pursuant to RSMo 610.021(1) and
(3). Commissioner Houseman seconded the motion. The motion passed by roll call vote:
Houseman (aye), Strahan (aye), and Strafuss (absent).

EXECUTIVE SESSION
10:29 AM

See Executive Session Minutes for actions, if any.

Commissioner Strahan moved to go out of Executive Session. Commissioner Houseman
seconded the motion. The motion passed by roll call vote: Houseman (aye), Strahan (aye) and
Strafuss (absent).

OUT OF EXECUTIVE
11:16 AM

RECONVENED
11:18 AM
 HDR AGREEMENT

Travis Heier with HDR Engineering went before the Commission for approval of the agreement
for the prioritization matrix. Commissioner Strahan moved to approve the prioritization matrix
agreement. Commissioner Houseman seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (aye) and Strafuss (absent).

EXECUTIVE SESSION – LITIGATION & PERSONNEL
PER SECTION 610.021(1) & (3)

Commissioner Strahan moved to go into Executive Session pursuant to RSMo 610.021(1) and
(3). Commissioner Houseman seconded the motion. The motion passed by roll call vote:
Houseman (aye), Strahan (aye), and Strafuss (absent).

EXECUTIVE SESSION
11:20 AM

See Executive Session Minutes for actions, if any.

OUT OF EXECUTIVE
12:20 PM

The minutes were taken and typed by Lyn Wieneke, Deputy Clerk.